What Exhibitors Need to Know About Booths at HIMSS26 in Las Vegas

The HIMSS Global Health Conference & Exhibition takes place March 9–12, 2026, at the Venetian Expo & Convention Center in Las Vegas. HIMSS is one of the most influential healthcare technology conferences in the world, drawing healthcare executives, IT leaders, clinicians, and solution providers who actively evaluate vendors on the exhibit floor.

HIMSS has its own exhibitor rules, firm deadlines, and operational requirements, and the Venetian Expo adds another layer of venue-specific logistics. Planning a successful trade show booth in Las Vegas for HIMSS means understanding how those pieces work together well before the show begins.

Our guide below is for exhibitors who want a complete picture of what to expect before, during, and after HIMSS26.

Through the ERC, you can manage company listings, register booth staff, access the official Event Service Manual, review floor plans, and order required services tied to the Venetian Expo. 

Exhibitor policies and procedures are published and apply specifically to HIMSS26. 

Don’t Miss These HIMSS Exhibitor Deadlines

Even experienced exhibitors run into issues when timing is mismanaged at HIMSS. Most problems stem from missed or misunderstood deadlines.

Pay close attention to:

• Event Service Manual acknowledgment and required forms
• Power, internet, and other core service order deadlines
• Exhibitor badge registration cutoff dates
• Payment milestones tied to your booth contract

Missing any of these can delay setup, restrict access, or create last-minute costs. The ERC is the single source of truth.

Contracts and Deadlines

HIMSS enforces exhibitor contracts and payment schedules strictly. 

Booth balances, paperwork, and acknowledgments must be completed by the dates outlined in your exhibitor agreement. Requirements apply to every trade exhibit on the HIMSS floor, regardless of booth size or location.

Important: Finalizing contractual items early helps avoid delays.

During the Show: Venue-Specific Logistics

Move-In and Hall Access

HIMSS assigns move-in times based on booth location within the Venetian Expo. Schedules are mandatory and can be found in your exhibitor documentation. All exhibitors must follow their assigned windows.

Hall access is controlled throughout the event. Exhibitor staff may only enter during designated access periods, which means your booth should be ready around those windows.

What to Have On-Site During Move-In

Move-in at the Venetian moves quickly. Delays usually happen due to  missing documentation or unclear ownership. Proper preparation will keep installation moving smoothly.

Your on-site lead should have:

• booth layout and installation instructions
• service order confirmations for power and internet
• freight tracking numbers and carrier contact details
• contact information for your exhibit partner and on-site labor

Service orders should be submitted well before deadlines. Late orders cost more and increase the risk that services are not available during your installation.

Freight and Access Planning

Freight movement at the Venetian Expo is scheduled due to the size and complexity of the HIMSS exhibit floor. Exhibitors should coordinate closely with freight carriers and exhibit partners to ensure materials arrive during assigned move-in windows.

After the Show: Teardown and Priority

Teardown Rules

HIMSS enforces all teardown schedules. Exhibitors may not dismantle their booth until the exhibit hall closes. Early teardown is not permitted and can affect your future participation.

Once teardown begins, you must remove materials according to HIMSS instructions and venue guidelines.

Priority Points for Future HIMSS Events

HIMSS uses a priority points system to determine booth selection order for future conferences. The system rewards consistency and compliance over time.

Priority points are influenced by on-time payments, adherence to exhibitor rules, and move-in and move-out behavior. Treating teardown as a strategic part of your HIMSS plan helps protect your position next year.

Tips to Make Your HIMSS26 Experience Smooth and Successful

• Use the Event Service Manual as your master planning document
• Build internal timelines around HIMSS deadlines
• Finalize logistics early, including electrical, internet, freight, and labor.
• Coordinate freight carefully so carriers understand Venetian access procedures and assigned delivery windows. 

Register exhibitor staff ahead of deadlines so badge access does not slow setup or daily operations. Work with partners, like Prime Exhibits, who have experience providing trade show booth services in Las Vegas, especially for events as large and complex as HIMSS.

Prime Exhibits Trade Show Services: Planning, Setup, Exhibit, and Breakdown

Prime Exhibits offers complete before-during-after trade show booth services in Las Vegas that support your exhibit throughout the full HIMSS lifecycle. Our role is to manage the operational details tied to planning, execution, and wrap-up.

We support your HIMSS exhibit across every phase of the conference, including:

• booth design tailored to your goals and booth footprint
• layout planning that aligns with HIMSS and Venetian Expo requirements
• graphic production and visual preparation before the show
• logistics coordination, including shipping and scheduling
• delivery and professional installation at the Venetian Expo
• on-site coordination and adjustments during exhibit hours
• teardown, packing, return shipping, and optional Las Vegas storage

Our end-to-end approach keeps your Las Vegas trade show exhibit successful once the exhibit hall closes. By managing the full process, we help you reuse exhibit assets efficiently for future HIMSS events and other Las Vegas trade shows.

Work With Prime Exhibits for Your HIMSS Trade Show Booth

If you are planning a trade show booth in Las Vegas for HIMSS, Prime Exhibits provides the operational support needed to execute smoothly. From planning and installation to teardown and storage, our team manages logistics so you can concentrate on outcomes.

Contact us today to discuss your HIMSS exhibit and trade show booth services in Las Vegas.

FAQs

Do exhibitors need insurance to exhibit at HIMSS26?
Yes. HIMSS requires exhibitors to carry general liability insurance and list HIMSS and the venue as additionally insured. 

Are there restrictions on product demos or live presentations in booths?
HIMSS allows in-booth demos, but sound, crowd size, and presentation methods must comply with show rules outlined in the Event Service Manual.

Can exhibitors serve food or beverages in their booth?
Food and beverage service inside booths is regulated and usually must be ordered through approved channels. Outside food is typically restricted, and sampling rules may apply depending on what is being served.

Is internet connectivity reliable enough for live demos and lead capture?
Venue Wi-Fi can support basic needs, but exhibitors running live demos, product platforms, or CRM-based lead capture often order dedicated wired internet for stability. HIMSS outlines internet options in the service manual.

Are there rules around photography, video recording, or media in the exhibit hall?
Yes. HIMSS has policies governing photography and video recording to protect exhibitor privacy and intellectual property.

Can exhibitors ship materials directly to their hotel instead of the venue?
Shipping large booth materials to hotels is generally discouraged due to handling limitations and storage constraints. Exhibitors should plan freight delivery according to official move-in procedures.What happens if an exhibitor misses a service order deadline?
Missing a service deadline usually results in higher costs, limited availability, or delayed installation. In some cases, services may not be available until after show opening.